• HR Guide: Employees who suffer from endometriosis
• Work-life balance policy and procedure document

Equality Impact Assessment: 17 October 2024 Prepared by: HR Team

1.1 North Ayrshire Council is committed to supporting women in their working environment and improving the wellbeing of all employees. The HR Team has developed this guide to provide information to employees, and their managers, about the menopause and how we can support women experiencing these symptoms.

1.2 This guidance outlines how employees can gain help and support within the workplace, although it should be recognised that this is a very personal experience, and different levels of support may be needed. With women making up over 70% of the Council’s workforce, there is a need to better understand possible implications on health and work.

2.1 The Council’s Menopause Support Survey (concluded in September 2024) recognised many employees did not know how the Council could support them with their menopause symptoms within the workplace. Therefore, this guidance aims to raise awareness of menopause within the workplace and to support employees to manage their health and wellbeing. We recognise the importance of supporting women through this stage in their life, to ensure they can thrive within the workplace, whilst creating an open environment where women feel comfortable discussing their menopause experiences.

2.2 The Council is committed to supporting those impacted by the menopause. This guidance sets out responsibilities for both managers and employees to offer clarity and reassurance.

3.1 The menopause is a natural part of ageing for women. Most will go through the menopause transition during their working life. The menopause is a result of hormonal changes and marks the end of the reproductive period and menstruation. Some go through the menopause with little impact on their daily life, but others experience symptoms that can last several years and can be debilitating. It is recognised menopause will affect employees differently and each employee will have their own experience individual to them.

Perimenopause is the time period leading up to menopause. Hormone production declines and may cause women to experience various changes and menopausal symptoms, such as irregular periods or fatigue. For some, this may go on for years before menopause.

Defined as a time in a woman’s life when her menstrual cycle permanently stops due to a change in hormone levels. This usually occurs between mid-40’s to late 50’s, as a woman's oestrogen levels decline. In the UK, the average age for a woman to reach the menopause is 51. During menopause, the resulting change of hormone levels can cause a variety of symptoms which can be wide ranging, please see section 5 for more information.

In postmenopause, oestrogen levels have dropped and stay low, in this period symptoms of menopause may have eased or stopped entirely, but some women continue to have symptoms for longer. It is important for women to continue to look after their health and wellbeing, as there can be increased risk of some health conditions postmenopause, such as cardiovascular (heart) disease, osteoporosis (weak bones) and urinary tract infections (UTIs).

4.1 Some women may not experience symptoms and therefore it can be challenging to identify perimenopause or menopause. Whilst symptoms may not be experienced, it is recommended women monitor their menstrual cycle. It is advised a change in the normal pattern of periods can be a sign, for example they become irregular, change in consistency, etc. If on birth control, options can be explored with a GP to determine if menopausal.

4.2 Sometimes menopause can be brought on early by treatment such as: surgery to remove the ovaries, some breast cancer treatments, chemotherapy or radiotherapy or by an underlying medical condition.

5.1 The duration and severity of symptoms can vary from woman to woman, and every woman’s experience is different. Some of the most common symptoms are:

• hot flushes - short, sudden feelings of heat
• night sweats - hot flushes which occur at night
• difficulty sleeping - this may result in feeling tired, irritability and lack or energy during the day
• problems with memory or concentration
• headaches
• mood changes, such as low mood or anxiety
• palpitations– heartbeats that suddenly become more noticeable
• joint stiffness, aches and pains
• hair loss
• skin changes— dryness, acne and general itchiness
• heavy/irregular period
• loss of libido
• weight loss/weight gain
• incontinence
• breast pain

Symptoms occur due to a drop in oestrogen and vary from individual to individual. Speak to your GP if any of these symptoms are troubling you or if you are experiencing symptoms before age 45.

NHS Menopause Symptom Questionnaire.

6.1 Based on the Council’s workforce statistics, many employees may be going through the perimenopause, menopause and postmenopause. For some going through the menopause it may be uneventful and may not impact on their working life but for others it may become increasingly difficult to function effectively at work and their working conditions may exacerbate their symptoms.

6.2 There is an obligation under legislation to fulfil duties in support of employees experiencing menopausal symptoms, please see the below duties:

The Equality Act 2010 prohibits discrimination against people on the grounds of certain protected characteristics including sex, age and disability. Note that conditions linked to menopause may meet the definition of an “impairment” under the Equality Act 2010 and would place a legal obligation on the Council to explore reasonable adjustments.

The Health and Safety at Work Act 1974 requires employers to ensure the health, safety and welfare of all employees. North Ayrshire Council has a duty of care towards employees and are required to complete risk assessments under the management regulations which should include specific risks to menopausal women.

Data Protection Act 2018 - the Council will process any personal data collected in accordance with its Data Protection Policy. Data collected from the point at which the Council becomes aware of the issue is held securely and accessed by and disclosed to individuals only for the purposes of providing the necessary support.

Employee roles and responsibilities:

• all employees are responsible for looking after their own health and wellbeing
• being open and honest in conversations with line managers
• supporting their colleagues, as our survey identified this to be a great help
• seek help and self-help such as:

Line Manager roles and responsibilities:

• know your team - listen, hear and support
• familiarise yourself with the menopause guidance
• treat each case individually, sensitively and professionally
• record adjustments and actions implemented
• follow up discussion if workplace adjustments are made
• create a supportive working environment
• discuss the option of making an Occupational Health referral
• undertake a PAM WRAP (Wellness Recovery Access Plan) – Action plan to help employees think about how they can maintain their wellness and recovery at work and identify strategies to support them within the workplace
• recognise that this can be an issue for employees whose partners are going through menopause
• suggest sources which can provide further information and guidance to employees indirectly impacted by menopause – see below and section 10

Cycle of actions:

• Listen - employee discloses menopause symptoms, encourage them to speak openly and honestly
• Referral - does the employee require an Occupational Health referral or EAP support service?
• Adjustments - contact Health and Safety to assist in carrying out a workplace risk assessment, and put in place adjustments.
• Review - have a follow up discussion with the employee to see if all their requirements are met and they are comfortable and if there is anything else that can be done.

HR Team roles and responsibilities:

• offer guidance to managers
• monitor and evaluate the effectiveness of this guidance
• liaise with managers and Occupational Health
• arrange awareness training sessions

8.1. Before an employee makes a significant lifestyle change, it is advised that they consult with their GP on management of the menopause and ensure any symptoms are not due to other causes.

To help, here is list of symptoms, coping methods, and possible adjustments.

• breathing techniques
• do not eat spicy/hot foods
• drink more water
• temperature control/request a desk nearer natural ventilation if possible
• dress in layers with natural materials
• reduce alcohol consumption

• cool your bedroom, wear lighter clothes
• take a bath, regulate your temperature and relax
• meditate, calm state of mind
• reduce caffeine intake
• ask to be considered for flexible working

• we provide sanitary products in all toilet facilities, free of charge
• request an extra uniform
• bring extra uniform/clothes to work

• eat a healthy diet
• eat regularly
• try not to snack
• maintain fitness and aerobic capacity

• rest and relaxation
• exercise regularly including weight bearing exercises
• yoga
• mindfulness techniques
• meditation – take 15 minutes each day to yourself
• massage and acupuncture
• ask for a short break, natural light and fresh air to improve mood

• access to fresh drinking water
• quiet space to work
• have time out to take medications if needed
• do not smoke or vape

8.2. Employees should be proactive in researching their own symptoms, information sites are linked later in the guide. Some steps women can take to help themselves are listed below.

9.1. Ideally employees should be able to speak to their line manager about their symptoms, however it is recognised this is a sensitive subject and employees may prefer to speak to a trusted manager, a colleague, HR, Trade Union Representative or a Wellbeing Warrior to signpost to further supports. Further details are provided below.

9.2. Workplace adjustments may be required, there is no “one size fits all” solution and each support should be tailored to meet individual needs in line with their role. Occupational Health may provide some advice on specific supports which may include discretion from absence management policies. The below provides some potential adjustments to explore:

Employee Assistance Programme, phone 0800 882 4102.

People Services (HR, resourcing and payroll), phone 01294 324690

• payroll@north-ayrshire.gov.uk
• resourcingHR@north-ayrshire.gov.uk
• HROperationsTeam@north-ayrshire.gov.uk

Health and Safety Team, phone 01294 324737, CorporateHealthandSafety@north-ayrshire.gov.uk

• UNISON, phone 01294 553802
• Unite the union, phone, 01292 430170
• GMB union, phone 01563 574455
• EIS - Educational Institute of Scotland, phone 07368581400
• SSTA - Scottish Secondary Teachers' Association, phone 0131 313 7300
• NHS Inform
• Women's Health Concern
• Menopause Matters
• British Menopause Society
• Simply Hormones
• Balance - menopause
• Education support - Menopause in the Workplace
• NHS Ayrshire and Arran Menopause Clinic, the Gatehouse, Ayrshire Central Hospital, Kilwinning Road, KA12 8SS, or phone 01294 323226